Field Office Coordinator

Purpose of the Job

The Field Office Coordinator will be responsible for direct line management of support staff and administrative line management of program staff at field office. The post holder is expected to manage the day-to-day HR, Admin, Finance, Logistics and security tasks with close collaboration with the Support Manager and Area Manager and administrative support to program staff and to provide timely and quality reports. Adhering to the NRC policies, procedures, guidelines and SOPs including the security policies is mandatory tasks of the post holder The purpose of the Field Office Coordinator is to run the day to day support functions  at a field office.  

Generic responsibilities

• Manage support staff at field office level
• Manage day to day HR & Admin, finance, logistics and security tasks of the field office
• Ensure adherence to NRC policies, handbooks, procedures and SOPs/guidelines
• Ensure adherence to Security and Risk Management policy and procedures
• Coordinate and assist with budgets and costs for the field office’s shared costs and support functions
• Provide support in the training and development of staff
• Provide support to project implementation at field office level
• Coordinate representation meetings with the UN, partners and authorities
• Promote the rights of IDPs/returnees in line with the advocacy strategy

Specific responsibilities

• The Field Office Coordinator will be overall responsible for the following functions: Administration/ Human Resources, Finance, Logistics and IT in the Field Office but where responsibilities are delegated to the different functions
• The field Office Coordinator in cooperation with the Area Manager shall ensure optimal use of human resources in the support department, including review funding and budget for its smooth running
• The Field  Office Coordinator shall ensure at all times that the area/ field office is updated on national regulations, templates and tools through regular contact with the Kandahar Area  Office and Kabul Support Office
• Proofread contracts before recommending for signatures and make recommendations for improvements /corrections if needed
• Monitor office maintenance and suggest action points
• Supervise allocation of office space in a fair and transparent manner
• Maintain and update hard copy files of finance and administration documents including human resource records of all staff, and maintain an accessible filing system for use by the staff of the office 
• Ensure provision and judicious utilization of stationary and office equipment
• Ensure communication and understanding of national National Staff Handbook, Code of Conduct and other regulations by all staff
• Review payroll before validation
• Support the organization of general meetings and weekly Management Team meetings
• Control recruitment procedures and participate in selection panel when necessary
• Ensure smooth and complete induction of newly recruited staff according to National Staff Handbook
• Support the training of admin/fin/HR staff with internal and external resources
• Ensure HR policies and regulations are adhered to in the office and update staff on HR policies and procedures
• Support and advise the HoO/Area Manager for disciplinary issues
• Ensure that all staff have their performance appraisal done and any training needs are included in the overall training plan
• Review cashboxes codification and balance before closure
• Conduct a monthly cash inventory at the closure and daily cash counts during the month
• Review monthly cash request to Kabul & monitor the level of cash flow and transfers
• Priorities payments in case of low cash flow level
• Ensure proper information to suppliers and withholding of taxes on contracts
• Facilitate the sharing and use of office support budget among project budgets
• Monitor the level of cash advances and support the administrator for prompt balancing
• Support logistics team in ensuring transparency of procurement especially for tenders
• Question the selection of suppliers and advise on ways to improve effectiveness and accuracy of market consultation
• Spot check some procurement procedures via independent quotations
• Follow up the requisition status log and find solutions to speed up and prioritize procurements
• Advise on the fleet management and car accident settlements.
• Support and advice on the management and recruitment of drivers, for a safer transport unit.
• Regularly visit storage and control that warehouse documentation is up to date
• Participate in the monthly inventory of stocks
• Support, orientate negotiations with contractors for rents and other services
• Support the training of logistics staff with internal and external resources.

Generic professional competencies: 

• Bachelor Degree in Business Administration/management/Economics/Development or other relevant field.
• 4-5 years of relevant working experience with INGOS, UN Agencies and or International Implementing partners in humanitarian sectors.
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Knowledge about own leadership skills/profile
• Strong computer skills (proficiency in Microsoft Office and Microsoft Excel is mandatory).
• Creativity, curiosity and willingness to try new things and to challenge the status quo
• A positive and collaborative attitude and willingness to work in a team.
• Possession of the geographical experience of region
• Fluency of Local languages Pashto and Dari
• Fluency in  English language is must.

Source: https://ekum.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2019/requisitions/job/15415